ToR: CCTV System Supply and Installation for Digital Horizon Project partner Schools

Introduction and Background      

SOS Children’s Villages in Ethiopia, a member association of SOS Children’s Villages International, was established in response to the 1973 famine. Since its inception, the organization has been committed to supporting children who have lost parental care or are at risk of losing it through childcare, protection, family strengthening, education, and health services. In addition, SOS Children’s Villages in Ethiopia provides humanitarian assistance to communities affected by conflict, drought, and other emergencies, with a particular focus on vulnerable women and children. The organization currently operates across eight regional states, namely Tigray, Addis Ababa, Amhara, Harari, Oromia, Sidama, South Ethiopia, Southwest Ethiopia, and Somali.

As part of its commitment to improving educational quality and promoting digital transformation in schools, SOS Children’s Villages in Ethiopia is implementing the Digital Horizon (DH) Project in the Tigray Region. The project aims to strengthen teaching, learning, and school administration through the integration of digital technologies in selected schools. By expanding access to ICT infrastructure, digital learning resources, and data-driven management practices, the initiative seeks to create a modern, inclusive, and technology-enabled educational environment. To support this goal, digital centers and classrooms are being established to provide students and teachers with access to modern computing facilities, internet connectivity, and innovative digital tools that enhance learning outcomes and foster digital literacy.

A key component of this initiative is the establishment of digital centers within targeted schools. These centers aim to provide students and teachers with access to modern ICT infrastructure, digital learning tools, and internet-enabled educational resources. To ensure the safety and security of these digital centers, the implementation of a CCTV surveillance system is a critical component of the project. Therefore, the primary objective of this document is to define the requirements and scope for securing the digital centers in the targeted schools through the design, installation, and operation of an effective surveillance system.

Objectives

The overall objective is to design, supply, installation and maintenance of a CCTV surveillance system. This system will be deployed to secure the digital centers in targeted schools, ensuring the protection of ICT infrastructure, safeguarding students and staff, and supporting the continuity of digital learning initiatives.

Scope of Workshops

The supplier has the following scopes, but is not limited to the following tasks:

• The installation of the CCTV surveillance system will be carried out in selected digital centers across targeted schools in Tigray.
• The coverage is limited to digital rooms only and does not extend to the entire school premises. The specific locations and number of schools are Mekelle: 3 schools, Kola -Temben: 1 school, Samre: 2 schools, Adwa: 1 school, and Axum: 4 schools.
• Conduct a detailed survey of each digital center to determine optimal camera placement.
• Design High level diagram which shows Equipment installation and position of the equipment in each school.
• Prepare a comprehensive CCTV system design, specifying the number of cameras, type, resolution, storage, and network requirements.
• Assess the existing LAN and rack suitability for CCTV equipment, or recommend procurement of a new rack, and supply all required hardware.
• Install and configure the CCTV system according to the approved design, ensuring proper cable management, labeling, and compliance with safety standards.
• Incorporate cloud or alternative data backup mechanisms in the design and ensure indoor and outdoor cameras support night detection.
• Integrate the CCTV system with existing ICT infrastructure where applicable, and conduct full functionality testing for live monitoring, recording, playback, and remote access.
• Provide system calibration and troubleshooting to ensure optimal performance, and train designated project and school staff on operation, maintenance, and basic troubleshooting, supported by user manuals and documentation.
• Offer a warranty for system components and installation, along with technical support and maintenance services under agreed terms.

Technical Specifications

The CCTV surveillance system shall meet the following minimum technical requirements:

o   Cameras: High-resolution IP/HD cameras suitable for both indoor and outdoor environments.

Feature

Indoor Camera (Minimum)

Outdoor Camera (Minimum)

Resolution

1080p HD or Above

1080p HD or above

Sensor

1/3” CMOS

1/2.8” CMOS

Lens

3-9 mm varifocal

2.8-12 mm / 8-32 mm varifocal

Low-light capability

0.1 Lux (B/W), 0.6 Lux (Color)

IR night vision, 30m+

Weatherproofing

Not required

IP66/IP67

Durability

Standard indoor casing

IK10 vandal-resistant

Standards

CE/UL/BIS, ONVIF

CE/UL/BIS, ONVIF

Power

PoE support

PoE support

Estimated number of cameras per school:

RNo.

School Name

Location

Camera

Camera

1

Alumuni Secondary School

Axum

4

4

2

Kaleb Secondary School

Axum

4

4

3

Kedamawi Minilik Secondary School

Axum

4

4

4

Axum Secondary School

Axum

4

4

5

Nigiste Saba (No. 2) Secondary School

Adwa

4

4

6

Guya Secondary School

Kola Temben

3

3

7

Fire sweat preparatory & secondary school

Samre

3

4

8

Samre Secondary School 2

Samre

4

4

9

Alene Secondary School

Mekelle

4

4

10

Messebo Secondary School

Mekelle

4

4

11

SOS School

Mekelle

12

14

• Storage: Capacity to store continuous recordings for a minimum of 30 days based on the total number of cameras installed.
• Monitoring: Centralized or remote monitoring capabilities, with secure access controls.
• Display: Full HD monitors with size 55 inches.
• Network: Integration with existing school ICT networks or deployment of a standalone secure network where required.
• Power: Integrate with reliable power supply with backup solutions to ensure uninterrupted operation
• All materials, accessories, and components used in the installation and implementation must meet current standard technological features and comply with standard quality benchmarks. This includes basic AI functions such as human detection and motion detection.

N.B: Any missing items, accessories, or components required for the full functionality of the surveillance system, even if not explicitly listed in the specifications, shall be the responsibility of the vendor to supply and install at no additional cost.

Role and Responsibility

SOSCVE

• Provide access to facilities for site surveys, installation, and maintenance.
• Coordinate with school staff to facilitate smooth implementation.
• Oversee project execution and ensure alignment with school security objectives.
• Monitor installation progress and verify adherence to technical requirements.
• The project technical team will conduct regular site inspections to verify compliance with technical specifications and timelines.
• Performance of the CCTV system will be monitored against agreed benchmarks, including recording quality, storage capacity, and system uptime.
• Provide feedback and guidance to ensure system performance meets operational needs.
• Support schools in evaluating the effectiveness of the CCTV system post-installation.

Service provider/Vendor

• Need assessment to identify the number of cameras, and other ICT devices necessary for effective delivery.
• The vendor must provide clear, complete, and itemized specifications for all materials, devices, and equipment to be supplied.
• Design, supply, install, test, and maintain the CCTV system in accordance with the approved specifications.
• Ensure compliance with safety standards and best practices.
• The vendor must ensure that all staff adhere strictly to the SOS CV’s safeguarding standards and code of conduct during the execution of the contract.
• Any misconduct or breach of the safeguarding policy of the organization by any staff member of the vendor shall be the sole responsibility of the vendor. The vendor will be held fully accountable for such actions, including disciplinary measures, and any corrective actions.
• All installations and configurations must be carried out in line with recognized professional standards.
• Deliver training, documentation, and warranty/maintenance support

Deliverable

The vendor shall deliver the following deliverables:

• Site survey and CCTV system design document.
• High level diagram which shows the design and equipment of installation.
• Timeline & Deliverables Schedules.
• Clear and detailed device specifications.
• Detail information on CCTV hardware and software to be included.
• User training sessions and operational manual.
• Warranty and maintenance support plan.

Timeline

The project is expected to be completed within the following timeframe:

• Site survey and design: 1 week
• Procurement and delivery of equipment: 4 weeks
• Installation and Testing: 3 weeks
• Training and handover: 1 week

Vendor Qualifications and Evaluation Criteria

• The selection criteria for the vendor will be specified in the RFP document. However, preliminary considerations include:
• Proven experience in implementing CCTV systems.
• At least 3 similar projects were completed in different schools, Colleges, organizations.
• Cost-effectiveness and scalability of the proposed solution.
• Availability of ongoing, responsive, and competent technical support.
• Preferably a local presence in Ethiopia or a partnership with a local firm for onsite support.
• Demonstrated data security standards for backup and recovery protocols.
• Availability of lifetime technical support and ongoing system updates.